When we create reports in Ms Access, it is quite common for some of us to make inadvertent mistakes. In this article we try to identify such mistakes and rectify them.
MS Access is considered to be the best tool for generating reports amongst desktop databases. It not only helps generate comprehensive reports, but also provides user friendly tools for creating a report. Often while creating a report, there is a possibility that one might end up making mistakes, which can lead to errors in the resulting report. There are a few very common errors that users usually end up making while using Access for creating reports, given below is a list of the all common errors you should watch out for.
- Use Captions – Just like it is important to give a title while starting a new Word document, it is important to give captions for an Access report. If you miss out on giving a caption, the application will automatically give a caption, which you might not approve of.
- Use Spell Check – Before you finalize a report, make sure all the content has been spell checked, including title and labels. A report with spelling errors looks unprofessional and insincerely done.
- Verification of Help Context IDs – The name of the health file along with the Help Context ID, should be correct and clearly specified. An incorrect Help Context ID might create problems later on.
- Avoid Missing Codes – Every event that has been assigned an [Event Procedure], should have a clearly defined event procedure. The common error made here is, assigning the event without writing the code for the event. It is also important to check Section level events which will fix access errors at such levels.
- KeepTogether Property Should Not be ‘No’ – The KeepTogether property of the group header should never be set to ‘No’, set it to ‘With First Detail’ or ‘Whole Group’ instead. This will prevent the printing of group header at the end of page with no detail records. By setting this property, you will be able to set the header on the next page and prevent it from appearing alone. If the size of your group is greater than a page, do not use ‘Whole Group’, it will unnecessarily add a blank page before it begins to print the data.
- Auto Center Should be ‘Yes’ – Always set your Auto Center property to yes, this will ensure that every time the report is opened, it is present in the center of screen, irrespective of where was it saved or the machine’s screen resolution.
- Use ‘NoData’ for reports containing No data – To be able to handle situations with no data, you should always include a NoData event in your report. It is not necessary for the report to always have data, for such situations the NoData event enables filtering report. This is of great help when printing multiple reports at a time, and you do not expect the process to hinder due to an empty report. The NoData event sets public Boolean variable, cancels reports, and also allows the calling procedure to gracefully display message informing user about no data in the reports.
Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including fix SQL Server and excel recovery software products. For more information visit www.datanumen.com